Ticketing & Auction Coordinator

Job Title: Ticketing & Auction Coordinator
Reports To: Ticketing Manager
Classification: Exempt / Non-Exempt
Job Type: Full-Time
Location: NYC Hybrid

This is a hybrid position that includes working from our Times Square office at least three days per week.

Broadway Cares/Equity Fights AIDS is the philanthropic heart of Broadway, bringing together the theater community and its audiences to help people across the country receive lifesaving medications, healthcare, nutritious meals, counseling and emergency financial assistance.

We’re seeking a dynamic self-starter to join our Development team to coordinate, fulfill and expand creative fundraising opportunities. These include: the Care Tix program, selling house seats and premium Broadway tickets; event ticketing; and in-person and online auctions. The Ticketing & Auction Coordinator will report directly to the Ticketing Manager and work closely with the Director of Development, Senior Development Officer and other members of the Development and Communications teams.

• Writing copy for ticket buyer communication

• Setting up ticketed events in Donor Drive, including HTML coding of main pages and confirmations

• Managing comp tickets for events: gathering contact info, sending comp offers, fulfilling comp tickets, writing and following up on all communication with performers and production staff re comps

• Assigning and supervising will call staff/volunteers

• Daily administration of ticket tasks, including preparing tickets for will call/mailing, processing donations and payments, maintaining seating charts

• Assisting with Host Committee communication and data tracking

• Assisting with compiling and analyzing reports and ticket trend data

• Taking phone orders for event tickets and Care Tix

• Requesting and processing house seats requests, including follow-up and administration

• General support for other ticketing tasks as assigned

• Tracking responses for special events

• Manage Broadway Cares’ auction program from planning through fulfillment, including the annual Broadway Flea Market & Grand Auction, online auctions throughout the year and one-time experiences

• Produce and coordinate the live auction portion of the Broadway Flea Market & Grand Auction, overseeing timelines, logistics, participants and materials to ensure a seamless event

• Build relationships with members of the Broadway community, publicists, and industry partners to solicit and secure auction items and experiences

• Manage the Auction Committee and track outreach, commitments, approvals and deadlines

• Oversee Charitybuzz postings

• Coordinate the fulfillment of auction items and experiences, including shipping, ticket delivery, scheduling experiences or meet & greets and on-site support for any in-person experiences that take place in New York City

• Serve as the primary liaison between donors and auction winners, cultivating relationships and identifying opportunities to deepen their support of Broadway Cares

• Cultivate relationships with auction winners to deepen and expand their support and identify potential major donors

• Coordinate one-time special experiences such as meet & greets or backstage tours as requests arise

• Maintain accurate records and event tracking in Raiser’s Edge/NXT and related systems

• Participate with the full staff in facilitating Broadway Cares’ Red Buckets fundraising appeals on Broadway and Off-Broadway, which take place evenings and on weekends for two six-week periods in the spring and fall

• Be available to participate in person at numerous evening and weekend events and meetings

The responsibilities listed above are not exhaustive and may evolve as the role develops. The individual in this position will also be expected to take on additional ad…